07 March 2024
Draft minutes
Agenda – Council Meeting – 7.00 pm
7 – Clerk report
9 h – Nature Recovery Guide Launch Event
10 a b d e – Finance
10 g – Finance update
10 h – Budget update
10 i – Reserves report
10 k – IFC report
11 a – Press and Media Policy
11 b – Co-option Policy
11 c – Freedom of Information Scheme
11 d – Grants and Donations Policy
11 e – Business Continuity Policy
11 f – Virtual Meeting Procedure
11 g – Community Engagement Policy
11 h – Staff Recruitment and Retention Policy
11 i – Expenses Policy
11 j – Reserves Policy
11 l – Training options
16 – Discretionary Policy
07 December 2023
Minutes
Agenda – Council Meeting – 7.00 pm
07 – Clerk report
09 b – Biodiversity duties paper
09 b – Biodiversity consideration paper
10 a – Draft action plan 2024-2025
10 b – Draft budget 2024-2025
10 b – Draft budget 2024-2025 notes
11 a b d e – Finance
11 g – Finance update
11 h – Budget update
11 i – Reserves update
12 a – Requests for Information Policy
12 b – Document Storage, Retention and Destruction Policy
12 c – Data Protection Policy
12 d – Privacy Policy
12 e – General Privacy Notice
12 f – Privacy notice for staff, councillors and role holders
12 g – Dignity at Work Policy
12 i – Training options
05 October 2023
Minutes
Agenda – Council Meeting – 7.00 pm
08 – Clerk report
09 a – Local plan consultation
09 b – Section 106 agreement
09 c – OCC consultation
09 c- OCC consultation – sheet A
09 c- OCC consultation – general layout
09 c- OCC consultation – sheet B
09 c- OCC consultation – public notice
09 c- OCC consultation – statement of reasons
09 c- OCC consultation – draft order
10 a – Report
10 a – Plan
10 b – Report
10 e – Report
10 f – Statistics
10 f – Report
11 a – Draft action plan 2024 – 2025
11 b – Draft budget 2024 – 2025
11 b – Notes
12 a b d e – Finance
12 g – Finance update
12 h – Budget update
12 i – Reserves report
12 k – Internal audit review of effectiveness
13 a – Disciplinary and Grievance Policy
13 b – Health and Safety Policy
13 c – Sickness and Absence Policy
13 d – Equal Opportunities Policy
13 e – Training and Development Policy
13 f – Security Incident Response Policy
13 g – Risk assessment
13 h – Training options
25 May 2023
Minutes
Agenda – Council Meeting – 7.30 pm
02 – Acceptance of Office
05 – Acceptance of Office
09 – Co-option Acceptance of Office
14 – Existing working groups
14 – Jubilee working group – TOR
17 – Existing lead councillors
17 – TOR – Lead Councillors
18 – Delegation arrangements
19 – Arrangements
21 – Delegation arrangements
22 – Inventory of land
23 – Asset register
24 – Standing Orders
25 – Financial Regulations
26 – Complaints Procedure
26 – Compliments and Complaints Form
26 – Habitual or Vexatious Complaints Policy
27 – Review dates
28 – Code of Conduct
29 – Insurance policy
30 – Subscriptions and memberships
31 – Contracts and agreements
32 – Scheduled payments
33 – Direct debits and standing orders
34 – Ordinary meetings
35 – Action plan
37 – Statement of accounts
38 – Bank reconcilation
39 – Annual internal audit report
39 – Internal audit report
40 – Governance Statement
41 – Accounting Statements
42 – Certificate of Exemption
46 – Clerk report
49 a b d e – Finance
49 f – Budget update
49 i – Finance update April
49 i – Finance update May
49 j – Reserve update
49 k – EMR movement report
50 a – Internal Financial Control Policy
50 b – Internet Banking Payment Procedure
50 c – Training options
16 March 2023
Minutes – Council Meeting – 7.00 pm
Agenda – Council Meeting – 7.00 pm
00 – Documents for review
07 – Clerk report
08 c – Letter
10 a b d e – Finance
10 f – Budget update
10 g k – Budget virement and earmarked reserve update reports
10 i – Finance update
16 February 2023
Minutes – 16 February 2023
Agenda – Council Meeting – 7.00 pm
8 c – Letter
9 a – Finance
19 January 2023
Agenda – Council Meeting – 7.00 pm
09 a – Finance
08 December 2022
Minutes – Council Meeting – 7.00 pm
Agenda – Council Meeting – 7.00 pm
07 – Clerk report
09 c – OCC budget consultation
09 c – OCC budget consultation
10 a – Draft Action Plan
10 b – Draft budget notes
10 b – Draft budget
10 c – Precept
11 a b d e – Finance
11 f – Budget update
11 g h – Finance update
11 i – Reserves
12 a – Requests for Information Policy
12 b – Document Storage, Retention and Destruction Policy
12 c – Data Protection Policy
12 d – Privacy Policy
12 e – Privacy Notice
12 f – Privacy Notice for staff, councillors and role holders
12 g – Dignity at Work Policy
12 h – Civility and Respect Pledge
12 i – Code of Conduct
01 December 2022
Minutes – Council Meeting – 01 December 2022
Agenda – Council Meeting – 8.15 pm
06 October 2022
Minutes – Council Meeting – 06 October 2022
Agenda – Council Meeting – 7 pm
00 – Documents for approval
07 – Clerk report
09 b – New lock
09 e – Winter salt
10 a b d e – Finance
10 f – Budget update
10 h – Finance update
10 i – Reserves update
11 a – Draft action plan
11 b – Draft budget
11 b – Draft budget notes
11 c – TOR Lead Councillors
11 c – Finance and Governance Lead Councillor
11 d – Internal audit review of effectiveness
11 e – OALC training
11 f – Letter of engagement
11 g – SAAA contract
11 h – Draft Risk Assessment
11 j – Disciplinary and Grievance Policy
11 k – Health and Safety Policy
11 l – Sickness and Absence Policy
11 m – Equal Opportunities Policy
11 n – Training and Development Policy
11 o – Security Incident Response Policy
11 p – Website SSL certificate
05 June 2022
Minutes – Council Meeting – 05 June 2022
Agenda – Council Meeting – 12.45 pm
19 May 2022
Minutes – Annual Council Meeting – 19 May 2022
Agenda – Annual Parish Meeting – 7pm, Sandford St Martin Parish Hall
Agenda – Annual Council Meeting – 7.15pm, Sandford St Martin Parish Hall, to follow the Annual Parish Meeting
00 – Documents for approval
02 – Chairman Acceptance of Office
05 – Vice-Chairman Acceptance of Office
11 – General Power of Competence
15 – TOR – Jubilee Celebration Working Group
22 – Standing Orders
23 – Financial Regulations
24 – Complaints Procedure
24 – Compliments and Complaints Form
24 – Habitual or Vexatious Complaints Policy
25 – Policies and procedures list
27 29 – Asset Register
31 – Subscriptions to other bodies
32 – Maintenance and administration contracts and agreements
34 – Code of conduct
36 – 2021/22 Statement of Accounts
37 – Bank reconciliation to 31 March 2022
44 – Scheduled payments list
45 – Direct debits and standing orders
47 – 2022/23 Action Plan
49 – Clerk report
52 a b d e – Finance
53 a b – Unity Bank report
17 March 2022
Minutes – Parish Council Meeting – 17 March 2022
Agenda – Parish Council Meeting – 17 March 2022 – 7 pm – Sandford St Martin Parish Hall
07 – Clerk Report
10 a b d e – Finance
10 f – Budget update
10 g – Virement Report
10 i – Finance update
10 j – Reserve update
11 a – Business continuity policy
11 b – Virtual meeting procedure
11 c – Freedom of information scheme
11 d – Community engagement policy
11 e – Co-option policy
11 f – Press and media policy
11 g – Staff recruitment and retention policy
11 h – Gifts and hospitality register guidance
11 i – Expenses policy
11 j – Reserves policy
11 k – Review of effectiveness of internal audit 2020-21
11 l – Asset register
09 December 2021
Minutes – Parish Council Meeting – 09 December 2021
Agenda – Parish Council Meeting – 09 December 2021 – 7 pm – Sandford St Martin Parish Hall
Documents for approval
8 – Clerk report
10 b – Report – OCC 20mph scheme
10 d – Clerk training request
10 h – Requests for Information Policy
10 i – Document storage, retention and destruction policy
10 j – Data protection policy
10 k – Privacy policy
10 l – Privacy Notice
10 m – Grants and Donations Policy
10 n – Privacy Notice for staff, councillors and role holders
10 o – Draft budget 2022-2023
10 o – Draft budget notes
11 a b d e – Finance
11 f – Budget update
11 h – Finance update
11 i – Reserve update
16 September 2021
Minutes – Parish Council Meeting – 16 September 2021
Agenda – Parish Council Meeting – 16 September 2021 – 7 pm – Sandford St Martin Parish Hall
08 – Clerk report
10 a – Draft Action Plan 2022-23
10 b – Draft budget 2022-23
10 c – Draft budget notes 2022-23
10 e – Traffic calming
10 f – Equal Opportunities Policy
10 g – Training and Development Policy
10 h – Security Incident Response Policy
10 i – Disciplinary and Grievance Policy
10 j – Health and Safety Policy
10 k – Sickness and Absence Policy
10 l – Draft risk assessment
10 m – Oxfordshire Plan 2050 consultation
10 n – National Highways and Transport public satisfaction survey
11 a – Bank mandate report
11 b – Bank debit card report
11 e f h i – Finance
11 j – Budget update
11 l – Finance update
04 May 2021
Annual Parish Meeting Agenda – 04 May 2021
Minutes – Annual Council Meeting – 04 May 2021
Agenda – Annual Council Meeting – 04 May 2021
02 – Chairman Acceptance of Office
03 – Vice-Chairman Acceptance of Office
18 – Standing Orders
19 – Financial Regulations
22 – Asset Register
23 – Insurance policy and renewal agreement
24 – Subscriptions to other bodies
25 – Complaints Procedure
25 – Compliments and Complaints Form
25 – Habitual or vexatious complaints policy
26 – Policies and procedures list, and review dates
27 – S137 review
29 – Code of Conduct
31 – Statement of accounts to 31 March 2021
31 – Bank reconciliation to 31 March 2021
31 – Budget update to 31 March 2021
32 – Internal Audit Report
32 – Internal Audit Report – AGAR
33 – Annual Governance Statement
34 – Accounting Statements
35 – Certificate of Exemption
37 – Scheduled payments list
40 – Clerk’s report
43 – Finance
43 – Budget update
43 – Finance update
43 – Reserves
46 – Council meetings and decision making from 07 May 2021
11 March 2021
Minutes – Parish Council Meeting – 11 March 2021 at 7 pm
Agenda – Parish Council Meeting – 11 March 2021 at 7 pm
7 – Clerk report
9c – Asset Register
9 d – Standing Orders
9 e – Grants and Donations Policy
9 f – Habitual or Vexatious Complaints Policy
9 g – Community Engagement Policy
9 h – Business Continuity Policy
9 i – Review of effectiveness of 2019-20 internal audit
9 j – Comment re tree removal
9 k – Annual Parish Meeting
9 l – External Auditor Report and Certificate 2019/20
10 a b c e f – Finance
10 g – Budget update
10 h – Virement report
10 i – Bank reconciliation
10 j – Finance update
12 – Annual Council Meeting
12 November 2020
Minutes – Parish Council Meeting – 12 November 2020
Agenda – Parish Council Meeting – 12 November 2020
8 – Clerk Report to November 2020
9 a – Planning Application – 20/02531/HHD
10 b – Funding request from Barton Bulletin
10 e – Draft budget 2021-2022
10 e – Budget notes 2021-2022
10 g – Draft risk assessment
11 a b c e f – Finance notes
11 g – Budget update to 31 October 2020
11 h – Bank reconciliation to 27 October 2020
11 i – Finance update to 07 November 2020
10 September 2020
Minutes – Parish Council – Meeting – 10 September 2020
Agenda – Parish Council – Meeting – 10 September 2020
Documents for approval – notes
8 – Clerk report to September 2020
10 a – Employer COVID-19 Risk Assessment
10 b – Press and Media Policy
10 c – Action Plan 2021-2022
10 d – Draft budget proposal 2021-2022
10 d – Draft budget proposal notes 2021-2022
10 e – Winter salt
10 f – Snow Warden Scheme
10 g – Standing Orders
10 h – Financial Regulations
10 i – S137 expenditure
10 j – Internal auditor letter of engagement
10 k – Report – internal audit recommendations
10 m – Freedom of Information Scheme
10 n – Data Protection Policy
10 n – Data Storage, Retention and Destruction Policy
10 n – General Privacy Notice
10 n – Privacy Notice – staff and councillors
10 n – Privacy Policy
10 n – Requests for Information Policy
10 n – Security Incident Response Policy
10 o – Disciplinary and Grievance Policy
10 o – Health and Safety Policy
10 o – Sickness and Absence Policy
10 o – Training and Development Policy
10 p – Complaints Procedure
10 p – Complaints Form
10 r – Co-option Policy
10 s – NJC pay award
10 t – “Changes to the current planning system” paper
10 u – “Planning for the future, White paper” paper
10 v – “Transparency and Competition: Data and Land Control” paper
10 x – SLCC Virtual National Conference
11 a b c e f – Finance information
11 g – Budget update
11 h – Bank reconcilation
11 i – Finance update
02 July 2020
Minutes – Parish Council Meeting – 02 July 2020
Agenda – Parish Council Meeting – 02 July 2020
Agenda appendices – Parish Council Meeting – 02 July 2020
A – Virtual Meeting Procedure – draft
B – Clerk Report to 25 June 2020
C – Sandford St Martin Parish Council – Councillor Code of Conduct
D – 2017/18 – External Auditor Report
E – 2018/19 – External Auditor Report
F – 2019/20 – Internal Auditor Report
G – 2019/20 – Annual Internal Audit Report
H – Annual Governance Statement 2019/20
I – Accounting Statements 2019/20
J – SLCC membership renewal calculation
K – Payments between 09 January and 02 July 2020 (1)
K – Payments between 09 January and 02 July 2020 (2)
K – Payments between 09 January and 02 July 2020 (3)
P – Scheduled Payments List
Q – Budget update
R – Bank reconciliation
S – Finance update
9th January 2020
Minutes – Parish Council Meeting – 09 January 2020
Clerk report to 03 January 2020
Parish Council Meeting Agenda – 09 January 2020
Parish Council Meeting Agenda Appendices – 09 January 2020
Appendix C – Draft Standing Orders – 09 January 2020
Appendix D – Draft Financial Regulations – 09 January 2020
Appendix E – Draft Training and Development Policy – 09 January 2020
Appendix F – Grants and Donations Policy – 09 January 2020
Appendix G – Internal auditor comparison report – 09 January 2020
Appendix H – Electronic document storage recommendation report – 09 January 2020
Appendix I – Bulletin funding request – 09 January 2020
Appendix J – Draft risk assessment – 09 January 2020
Appendix K – Council email address available from Rocketfuel – 09 January 2020
Appendix L – Draft Business Continuity Policy – 09 January 2020
Appendix P – Scheduled payments list – 09 January 2020
Appendix R – Virement report – 09 January 2020
14th November 2019
Minutes 14th November 2019
Clerk report to 11 November 2019
Agenda – SSMPC – 14 November 2019
12th September 2019
Approved minutes 12th September 2019
Paper 1 Agenda PCM of SSM September 2019
8th-9th May 2019
Draft minutes 9th May 2019
Agenda – APM 9th May 2019
Paper 1 Agenda PCM of SSM 9th May 2019
15th April 2019
Approved minutes 15th April SSM PC Meeting
Paper 1 Agenda PCM of SSM 15th April 2019
10th January 2019
Approved minutes 10th Jan SSM PC Meeting
Paper 1 Agenda PCM of SSM 10th January 2019
29th November 2018
Approved minutes 29th Nov 2018 Sandford St Martin Parish Council
Paper 1 Agenda PCM of SSM 29th November 2018
4th October 2018
Approved Minutes Sandford St Martin Parish Council Meeting 4 October 2018
Paper 1 Agenda PCM of SSM 4th October 2018
5th September 2018
Approved Minutes Sandford St Martin Extraordinary Parish Council Meeting 5th September 2018
Paper 1 Agenda ECM 5th September 2018
30th July 2018
Approved Minutes Sandford St Martin Parish Council Meeting 30th July 2018
Paper 1 Agenda PCM of SSM PC 30th July 2018
14th May 2018
Approved Minutes Sandford St Martin Parish Council Meeting 14th May 2018
Constituency: Witney
Constituency MP: Robert Courts MP
District: West Oxfordshire District Council
District URL: http://www.westoxon.gov.uk